How to Write a Japanese Resume (Rirekisho): Gakuchika, Motivation & Self-PR Guide (2026)

Last Updated: April 15, 2026
Reading Time: 15 min read

Introduction

So you’ve started job hunting in Japan, but you’re staring at a blank rirekisho (履歴書) thinking, “What am I supposed to write here?” If that sounds like you, you’re definitely not alone.

Back home, you probably put together a resume or CV with your skills and achievements in whatever format felt right. But then you hear that Japanese resumes have a fixed format, require an ID photo, and might even need to be handwritten, and suddenly it all feels like a different game. We’ve heard from plenty of international students at career centers who opened a rirekisho form for the first time and thought, “There are way too many boxes to fill in…”

Here’s the good news, though: because Japanese resumes follow a set template, once you know the rules, anyone can put together a solid application. And as an international student, you actually have strengths that Japanese candidates can’t easily claim. You’ve navigated a completely different culture, you speak multiple languages, and you bring a perspective that bridges your home country and Japan. If you communicate that effectively, you can really stand out from other applicants.

This guide walks you through the entire Japanese resume, from filling in your basic information to writing your motivation statement (shibou douki), self-PR (jiko PR), and the all-important gakuchika.

TL;DR

• Japanese resumes (rirekisho) follow a standardized format, completely different from Western resumes or CVs
• ID photo required: recruit suit (black or navy), taken at a photo booth for around ¥700-1,000
• International students write their name in katakana (furigana field) + Roman letters (name field)
• Home-country education entries need the country name added (e.g., “XX High School (Vietnam), Graduated”)
• Use the STAR method (Situation, Target, Action, Result) for motivation, self-PR, and gakuchika sections
• Always get your resume reviewed by a career center advisor or a Japanese friend before submitting

---

What Is a Japanese “Rirekisho”? How It Differs from a Resume

First things first: a Japanese rirekisho (履歴書) is quite different from a Western-style resume or CV. If you assume they’re the same thing and submit your home-country format, your application could get rejected at the document screening stage. Seriously, we’ve seen it happen.

Item	Japanese Rirekisho	Western Resume / CV
Format	Standardized (JIS format, etc.)	Free-form
ID photo	Required (dedicated space on the form)	Typically not required
Handwritten or typed	Typed is increasingly accepted, but some companies still expect handwritten	Typed is standard
Content	Fixed sections: basic info, education, motivation, etc.	Skills and experience, freely organized
Length	1-2 pages (A4 or B5)	1-2 pages

If you’re still at the “where do I even start with job hunting?” stage, we’d recommend checking out the 2027-2028 Job Hunting Schedule Complete Guide first to get the big picture.

Where to Get a Rirekisho Form

• University career center: Many distribute them for free and offer help with filling them out, especially for international students
• Convenience stores and 100-yen shops: You can buy JIS-standard rirekisho forms for around ¥100-200
• PC templates: More companies now accept typed resumes. Download the format recommended by the Ministry of Health, Labour and Welfare
• YOLO JAPAN Resume Builder: Just enter your info online and it generates a properly formatted Japanese resume. Super handy if handwriting isn’t your thing or you’re not sure about the format

---

ID Photo Rules

Japanese resumes have a space in the upper left for an ID photo. You might think, “It’s just a photo, how important can it be?” but there are actually specific rules for this.

• Size: 4cm tall x 3cm wide
• Clothing: Recruit suit (black or navy suit with a white shirt) is standard
• Background: White or light blue
• Expression: Slight smile, clean and professional impression
• When taken: Within the last 3 months
• Where to take it: Photo booths near train stations (around ¥700-1,000) or photo studios (around ¥1,500-3,000)

One student we know used their passport photo as-is and got it returned with a note saying the size didn’t match. That’s a minor issue compared to another case where someone printed out their social media profile picture and stuck it on. These basics really do shape the impression you make, so even if it feels like a hassle, get a proper photo taken.

---

How to Fill In Basic Information (Name, Address, Contact)

This is the part where international students tend to get the most confused. The name field, in particular, works a bit differently from what Japanese applicants deal with.

Writing Your Name

• Name field (氏名): Write your full name in Roman letters or katakana
• Furigana field: In Japan, there is a rule to fill this out according to how the field name is written. If it says “ふりがな“, write in hiragana (e.g., “じょん すみす”), and if it says “フリガナ“, write in katakana (e.g., “ジョン スミス”). Write your name in Roman letters in the name field (e.g., “JOHN SMITH”)
• *If you have a common-use name (tsushoumei): If a common-use name is registered on your Residence Card (Zairyu Card*), you can include both

Writing Your Address

• Write the full address starting from the prefecture, all the way down to the building name and room number. Don’t abbreviate
• You don’t need to include your home-country address (only if specifically asked)
• Don’t forget the postal code

Contact Information

• Use your Japanese phone number (no international dialing code needed)
• A university email or a free email like Gmail is fine. Just avoid overly casual addresses like “partyking2000@…”

---

How to Write Education and Work History

Education

For international students, the standard approach is to list both your home-country and Japanese education in chronological order. The key point here is to include the country name.

• Start from high school or later in your home country
• If you attended a Japanese language school, include that too
• Use the full official name of each school without abbreviations
• Include your major or course name

Example

Date	Education
June 20XX	XX High School (Country Name), Graduated
October 20XX	XX Japanese Language School, Enrolled
March 20XX	XX Japanese Language School, Completed
April 20XX	XX University, Faculty of XX, Department of XX, Enrolled
March 20XX	XX University, Faculty of XX, Department of XX, Expected Graduation

Work History

If you’re a fresh graduate with no full-time work experience, it’s perfectly fine to write “None.” Part-time jobs in Japan aren’t typically listed in the work history section, but they can be great material for your motivation statement or self-PR.

If you worked full-time in your home country, make sure to include that.

---

How to Write a Motivation Statement That Stands Out

The motivation statement (shibou douki) is one of the sections HR pays the closest attention to. The golden rule is to connect “why you want to work at this specific company” with your own experiences and skills.

A lot of international students write something like “I was attracted by your company’s global environment” and call it a day. But when HR reads that, they think, “You’re probably saying the exact same thing to every company.” It doesn’t tell them anything about you.

Three Steps to a Strong Motivation Statement

1. The spark: What made you interested in this industry or company?
2. The evidence: What specific experiences or skills make you a good fit?
3. The vision: How do you want to contribute after joining?

Example (Applying to a Trading Company)

While studying international economics at university, I developed a strong interest in how Japanese companies are expanding into Southeast Asia. During my third-year internship, I gained hands-on experience in trade operations, which confirmed my desire to work at the intersection of business between my home country and Japan. I’d like to leverage my trilingual ability in Vietnamese, Japanese, and English to contribute to your company’s business development in the XX region.

For tips on how to handle the “Why do you want to work in Japan?” question in interviews, check out the How to Answer "Why Do You Want to Work in Japan?" Interview Guide.

---

How to Write Self-PR (With Examples)

The self-PR section (jiko PR) is where you showcase your strengths and personal qualities. Unlike gakuchika (which we’ll cover next), this section is about communicating “this is who I am” and “this is what I bring to the table.”

“I can’t think of any strengths…” is something we hear from international students all the time. But here’s the thing: many things you do as part of daily life in Japan are actually strengths that Japanese students would have a hard time claiming.

Strengths International Students Can Highlight

Strength	Example Episode
Cross-cultural adaptability	Navigated city hall paperwork and bank account setup on your own right after arriving in Japan
Multilingual skills	Used three languages to serve international tourists at a part-time job
Problem-solving	Overcame situations where Japanese wasn’t enough, using translation apps and gestures
Initiative	The very fact that you left your home country to study in Japan demonstrates initiative
Perseverance	Passed JLPT N2 on the third attempt / Completed a challenging seminar research project without giving up

Self-PR Example

My strength is the ability to adapt and find solutions even in challenging situations. When I first arrived in Japan, I could barely speak Japanese and struggled with paperwork at the ward office. But by using translation apps and tackling each task one by one, I managed to set up my life in Japan within three months. Later, at the restaurant where I worked part-time, I was put in charge of serving international tourists. I proposed creating an English menu, which contributed to increased sales. I want to bring this adaptability and initiative to your company, quickly fitting into new environments while delivering results.

---

What Is “Gakuchika”? A Clear Explanation and How to Write It

If there’s one thing you’re guaranteed to be asked about in Japanese job hunting, it’s gakuchika (gakuchika, 学生時代に力を入れたこと). It literally means “what you put effort into during your student years.” There’s a dedicated section for it on both the rirekisho and the Entry Sheet (ES), and interviewers almost always ask about it too.

You might worry that you need some flashy story like “I started a company” or “I won a national competition.” But don’t stress about that. What HR really wants to know isn’t whether you achieved something impressive. They want to understand how you think and how you take action. That’s the process they’re evaluating.

And honestly, just living in Japan as an international student gives you a treasure trove of material. Studying Japanese, working part-time, participating in a club, doing seminar research. Any of these can make for a solid gakuchika.

The STAR Method Makes It Clear

The best framework for structuring your gakuchika is the STAR method. Organize your story into four steps, and you’ll have a narrative that any reader can follow.

Step	What to Write	Example
Situation	The context or background	“I was working part-time at an izakaya (Japanese pub)”
Target	What you aimed for	“I wanted to reduce order mistakes from international customers to zero”
Action	What you specifically did	“I created English and Chinese menus with photos and made a mini manual of common service phrases”
Result	What changed	“Order mistakes dropped from 10 per month to 2, and I was recognized by the manager”

Gakuchika Example

[S: Situation] What I focused on most during my student years was improving service for international tourists at the izakaya where I worked part-time. About 10 order mistakes per month were happening with non-Japanese-speaking customers, and the staff didn’t know how to handle it.

[T: Target] I wanted to bring that number as close to zero as possible.

[A: Action] I created photo menus in English and Chinese, and also put together a mini manual of frequently used service phrases, which I shared with the rest of the staff.

[R: Result] As a result, order mistakes dropped to just 2 per month, and the repeat rate among international customers also improved. The manager told me, “Having you here has been a lifesaver.” Through this experience, I discovered a real sense of purpose in being a bridge between people of different cultural backgrounds.

---

Common Mistakes to Avoid

Even if you’ve nailed the writing techniques, small mistakes can hurt your evaluation. Here are some “classic blunders” that career center staff say they see from international students all the time.

1. *Using correction fluid (shuusei-eki)*: Correction fluid is a no-go on Japanese resumes. If you make a mistake, start over on a fresh form
2. Copy-pasting your motivation statement: Using the same text for every company. The worst-case scenario? Submitting one with a different company’s name still in it
3. Old or casual photos: Use a photo taken within the last 3 months. Casual snapshots or social media profile pictures are out of the question
4. Mixing formal styles: In Japanese, stick to one style throughout. For resumes, use polite desu/masu form consistently
5. Leaving fields blank: Even if you have nothing to write, put “N/A” (toku ni nashi). Blank fields give the impression you didn’t put in effort
6. Using erasable pens (Frixion): For handwritten resumes, use a regular black ballpoint pen. Frixion ink disappears with friction or heat, making it unsuitable for official documents

---

FAQ

Q: Should I handwrite my resume or type it?

More companies accept typed resumes these days, so if there’s no specific instruction, typing is fine. That said, some companies still require handwriting. If you do write by hand, use a black ballpoint pen and write carefully. Do not use erasable pens (Frixion).

Q: What’s the difference between a rirekisho and an Entry Sheet (ES)?

A rirekisho is a standardized document covering your basic information, education, and motivation. An Entry Sheet (ES) is a company-specific screening document with different questions for each company. Many companies require both. It’s okay for some content to overlap, but avoid copying the exact same text. Instead, try to present your points from a different angle.

Q: Should I include short-term part-time work from my home country in the work history section?

Generally, no. However, if the experience is directly relevant to the company you’re applying to (e.g., you did a programming internship and you’re applying to an IT company), use it as material in your self-PR or motivation statement.

Q: I’m not confident in my Japanese keigo (honorific language)…

Perfect keigo isn’t expected. What matters most is showing that you’re making the effort to be polite. Stick to desu/masu form throughout, and if you’re unsure about anything, have your career center or a Japanese friend check it before you submit. HR understands that international students are still learning.

Q: Do I need to write my visa status on the resume?

Most rirekisho forms don’t have a field for visa status, but it may come up during interviews. If you’re planning to switch to a “Designated Activities” visa to continue job hunting after graduation, reading the Designated Activities Visa (Job Hunting) Complete Guide ahead of time will help you feel prepared.

---

What You Can Do Today (Key Takeaways)

• ✅ Get your hands on a rirekisho form. Pick one up at your career center, buy one at a convenience store, or download a PC template. The hardest part is just getting started
• ✅ Retake your ID photo in a suit. Passport photos and phone selfies won’t cut it. A photo booth costs about ¥700
• ✅ Draft your motivation, self-PR, and gakuchika using the STAR method. It doesn’t need to be perfect right away. Write a first draft and take it to your career center for feedback; that’s the most efficient approach
• ✅ Turn “being an international student” into your weapon. Cross-cultural adaptability, multilingual skills, initiative. These are strengths that Japanese students simply can’t demonstrate the same way. Own them with confidence on your resume

If you want to start preparing for interviews, head over to Top 10 Interview Questions for International Students in Japan. If you’re worried about written exams, check out the SPI & Web Test Preparation Roadmap as well.

---

(References: Ministry of Health, Labour and Welfare: Foreign Employment Status Report, JASSO: International Student Career Path Survey)